Hiring Policy:
When hiring for an existing position, where the salary expenditure is already approved:
1. Personnel Committee:
Informs the Board of Directors of vacant staff position and strikes an ad hoc Hiring Team as required. (See “Hiring Team Responsibility”).
2. Hiring Team:
Conducts the interviews and recommends their choice of candidate to the Personnel Committee and the Board of Directors.
3. Board of Directors:
Ratifies the Hiring Teams selection of candidate.
4. Hiring Team:
Offers the job to the selected candidate.
When hiring for new positions: The Personnel Committee will make a recommendation to the Board regarding the job title, job description and salary range. The Board will then make amendments and must approve the positions, prior to the striking of the hiring team. Hiring Team continues as in point 2, above.
When hiring where the salary expenditure involved falls within the spending authority of a Co-op staff person or committee: The appropriate staff person or committee may proceed with the hiring at their discretion. No Hiring Team is required. Board of Directors continues as in point 3, above.
Each Hiring Team will be composed of 3-5 people as follows:
- 1 representative of the Personnel Committee, who is also a Board Director and will chair the Hiring Committee;
- 1 representative from two committees with which the new staff person will work closely, preferably one being the Chair of Personnel;
- 1 existing staff person who is in equal position to the position being filled may be included on discretion of the Hiring Committee;
- 1 other person (member or non-member) may be included upon the discretion of the Hiring Team (i.e. an accountant).
If any member of the Hiring Team has a close relationship with any applicant (i.e. member of same household or close friend), that member should declare a conflict of interest and be replaced by another appointment to the committee.
The tasks of the Hiring Team in conjunction with the Personnel Committee are as follows:
- Advertise the position in the Star Phoenix for no more than 2 weeks on Thursdays, Fridays and Saturdays only, and circulated among the membership of the Co-op). Job description is to be available to the Co-op membership.
- Accept applications (requested will be a letter of application, resume, and references).
- Establish selection criteria and interview guidelines
- Review all applications received and determine a “short list” of candidates who will be interviewed.
- Check references of applicants under consideration.
- Set-up and conduct interviews.
- Make a recommendation regarding choice of applicant and salary to the Personnel Committee and the Board.
- Negotiate salary and terms of employment with the successful applicant, where necessary.
- Notify all candidates (interviewed) of the Co-op’s decision.
- For each hiring, a hiring log will be maintained. The log shall include the following
o Names and positions of those on the hiring team
o Names of all persons from whom applications were received
o Names of all applicants interviewed with date of interview and interview report
o The decision of the hiring committee with reasons
- The log should be signed by all members of the Hiring Team.
All Hiring Team members should be present at all interviews.
All applications will be kept for 3 months.
Advertising – Copies of job notices follow as Addendum A and B.
Eligibility – Co-op members may apply for any position that becomes available and will be given equal opportunity to that of outside applicants.
Directors of the Co-op or anyone on the Personnel Committee applying for a
position may not participate in any part of the selection process. If selected, they
must resign from their position on the Board of Directors or Personnel
Committee, unless the job advertised is for less than three months.